It can be easy to get lost in planning an event. However, there are many things you need to remember and keep track of at the same time.
That's why it's good to have a guide to help you focus on what matters most. With an overview of what needs to be done, you always have something to refer to when you get stuck.
Think of it as a map of sorts into the wilds of event planning.
We've put together an event planning template to use when you get stuck. Every event is different, so that this template won't be tailored specifically to your event.
But all events have common elements. And these components are usually the most important.
Follow this event planning template to ensure you don't miss any important steps.
Early preparation for an event
It would help if you started planning your event as early as possible. You can never have too much time to prepare.
Big events are planned for a year (or more). However, small or medium-sized events can still benefit from a six-month preparation phase.
Decide on a motion. You're throwing a party just for the party, and there will be a theme. It can be an elegant costume party or a political conference. Start with the reason you are hosting the event in the first place.
- Define your target group
Once you are clear about why you are organizing the event, you should define your audience. Who is interested in such an event? Why would you participate? Where are they staying online?
- Prepare a date and time.
Choose the date and time of your event carefully. So it doesn't conflict with public holidays, seasonal holidays, or popular vacation times. Also, look out for similar events, so your event doesn't compete with them.
- Research venues
You know your target audience and the approximate date of your event. Now it's time to find a venue. If your event is outside, you need the right permits. If it's an indoor event, you'll need a shortlist of media and a few offers.
- Research catering
Now is also a good time to start thinking about the menu for the event. Is it an outdoor picnic where people bring their food? Or is the food the central part of your dinner party? Start by pre-selecting a few local catering companies and get quotes that fit your budget.
- Recruit an event team
If you're organizing a small event, you might be able to do the planning yourself. Otherwise, it's a good idea to recruit a team. First, write a list of tasks you want to be done, then start delegating.
- Set a budget
It would help if you also took care of the financial aspects in advance. For example, how much does it cost to rent the venue? What about the catering? Do you pay your team? Your budget also depends on whether or not you charge admission and try to make a profit.
A few months before the event
A month or two before your event, you can start looking at certain aspects of event planning in more detail.
Establishing a program's a good idea to have a program whether you're hosting a party or a conference. Plan for guests to be 30 to 60 minutes late. But provide entertainment for those who are punctual. Put together a rough schedule for the entire event.
- Decide on a venue
You've already researched some, shortlisted them, and collected offers. Now it's time to commit to one. Book a venue and sign the contract. Ensure that you fully comprehend what is included in the price.
- Safe food and drink
As with securing the venue, you must decide what food and drink you will be provided in advance. Do you provide them yourself? Do you hire a caterer? Again, remember to negotiate the prices for food delivery and any additional decorations ahead of time.
- Hire equipment
If you plan to entertain, you need equipment: research and book sound systems, microphones, projectors, and anything else you need.
- Create an event page
Create a website for your event and set up social media profiles. Also, add a countdown timer that counts down to the day of the event.
- Send invitations
If your event is private (or you have a guest list), you should also send personalized invitations.
- Start event promotion
Now is also the time to start the promotion. Create social media ads, print flyers, and start an email campaign.
- Set up ticket sales
If your event requires tickets, they need to be sold somewhere. Find a ticketing platform that integrates with your event website and social media profiles.
A few weeks before the event
There are only a few weeks left until your event, so you need to make sure everything is ready.
- Confirm attendance numbers
If you sent out personal invitations, confirm the number of people who will attend. This will help you with the logistics of the event.
Plan the logistics thing about where people will park and what access they will use to enter the venue. Where do they leave their coats once inside? Does the seating arrangement match the stage setup? Is the stage already set up?
- Check compliance with health and safety regulations.
Depending on the venue, you must check that health and safety regulations are followed. In addition, ensure that there are no fire risks or other hazards.
- Confirm catering and equipment
Confirm that catering, AV equipment, and any other suppliers you work with are ready.
- Make last-minute purchases
Are there any little things you haven't been able to take care of until now? Then make sure you get them a few weeks in advance.
A few days before the event
The last few days leading up to the event will be your busiest. So get the most out of them and do last-minute checks.
- Set up the venue
Decorate the interior and exterior of the venue. Arrange the seats and set up a selfie wall if you need one.
- Test the equipment
Make sure the sound, lighting, and other equipment are working properly. Also, check if the WiFi connection is good.
- Do a test run
Run through everything that will happen in your event program. As you do this, consider potential delays and plan what to do if they occur.
Let the celebrations begin.
That is all! You have completed all of the necessary planning steps for your event. But the work is far from over...
Now all you have to do is run the event. The planning phase takes a lot of work, but a lot can happen once your guests arrive.
Hopefully, this event planning template has helped you prepare for each scenario.
Much luck!
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